Connectors · Microsoft

Power BI

Rencore monitors Power BI across 10 governance policies, 5 reports, and 12 inventories, detecting workspace sprawl, overshared datasets, and stale content automatically.

Digital Workplace Code

Published 16 May 2026 For M365 Product Owner, IT Admin, CISO

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Rencore Power BI governance is a set of 10 policies, 5 reports, 3 segments, and 12 inventories that continuously audit Power BI workspaces, datasets, reports, and sharing configurations. It detects workspaces shared beyond their intended audience, datasets with row-level security gaps, stale reports without recent views, and content published outside approved workspaces.

41 governance capabilities: 12 inventories · 10 policies · 5 reports · 3 segments · 2 provisioning templates

Why govern Power BI with Rencore

Control workspace sprawl

Detect workspaces without assigned admins, workspaces with no recent activity, and content published outside approved workspace structures. Prioritize cleanup by age and usage.
Secure dataset sharing

Identify datasets shared with external users, reports accessible to broader audiences than intended, and workspaces where sharing settings bypass organizational policies.
Manage content lifecycle

Find stale reports without views in 90+ days, datasets with broken data source connections, and dashboards that no longer reflect current business requirements. Reports show content usage trends.

What Rencore discovers

Rencore automatically inventories these Power BI object types.

Workspace

Lists workspaces for PowerBI
Dashboard

Lists dashboards for PowerBI
Report

Lists reports for PowerBI
Datamart

Lists datamarts for PowerBI
Dataset

Lists datasets for PowerBI
Dataflow

Lists dataflows for PowerBI
Pipeline

Lists pipelines for PowerBI
Capacity

Lists capacities for PowerBI
App

Apps in PowerBI
Activity Event

Lists activity events for PowerBI
Artifacts published to Web

Lists artifacts published to Web for PowerBI
Unused Artifact

List datasets, reports, and dashboards that have not been used within 30 days.

How Power BI governance works in Rencore

Rencore connects to Power BI via the Power BI REST API and inventories workspaces, datasets, reports, dashboards, dataflows, and sharing configurations. Policies run on every scan cycle and flag sprawl, sharing, and lifecycle issues with severity levels.

Who uses Power BI governance

M365 product owners use it to maintain clean workspace governance alongside their broader M365 posture. IT administrators track workspace sprawl and manage content lifecycle. CISOs review dataset sharing policies to ensure sensitive business data stays within approved boundaries.

Getting started

Connect your Microsoft 365 tenant. Power BI policies activate on first scan alongside your existing M365 governance. No per-workspace configuration needed.

Policies

10 governance rules that detect violations and risks.

Severity Category

External Sharing Risk with External Users

Identifies reports with external access permissions that may violate data protection policies

High Security
Power BI Dashboards with External Access

Identifies dashboards specifically shared externally which may contain aggregated sensitive information

High Security
Empty Workspace Cleanup Alert

Identifies unused workspace containers that should be removed to maintain environment cleanliness

Medium Sprawl
Inactive Power BI Content Alert

Identifies all unused content types for possible archiving or removal to improve environment efficiency

Medium Sprawl
Inactive Power BI Reports

Identifies specifically reports without recent activity for review and potential archiving

Medium Sprawl
Inactive Power BI Workspaces

Identifies workspaces without user activity that may be candidates for archiving or consolidation (30 days)

Medium Sprawl
Orphaned Power BI Datasets

Identifies datasets not connected to any reports that may be consuming resources unnecessarily

Medium Sprawl
Power BI Reports without Classification

Identifies reports lacking required sensitivity classification to ensure data governance compliance

Medium Security
Power BI Workspaces with External Access

Identifies workspaces where external users have been granted access rights

Medium Security
Power BI Workspaces without Administrators

Identifies workspaces lacking designated administrative ownership, creating accountability risks

Medium Security

Need a rule that isn't listed? Rencore's Policy Builder lets you create custom policies tailored to your organization. Learn more about the Policy Builder

Reports

5 analytics views and dashboards.

Content Consumption Metrics

Report on usage patterns across users to identify valuable content and potential training needs

Bar Chart · Adoption
High-Traffic Workspace Analysis

Identifies workspaces with highest activity levels, helping prioritize governance focus

Bar Chart · Adoption
Power User Identification Report

Identifies top Power BI users who could be champions or may need additional governance oversight

Bar Chart · Adoption
Resource Utilization Analysis

Comprehensive view of unused artifacts by type to support cleanup initiatives and resource optimization

Donut Chart · Sprawl
Workspace Distribution Dashboard

Visualizes all workspaces by type

Donut Chart · Adoption

Segments

3 data groupings for targeted filtering.

Shared workspaces

Shows shared workspaces or simple workspaces used to share content with other users in the organization
Personal workspaces

Shows personal workspaces which are special type of workspace
Group workspaces

V1 version of shared workspace (will be deprecated after migration to latest version of shared workspace)

Provisioning Templates

2 resource creation templates.

Request Power BI Data Gateway

Submit a Power BI data gateway request through a standardised approval process
Request Fabric Premium Capacity

Submit a Power BI Premium (Fabric Premium) capacity request through a standardised approval process

Frequently asked questions

What governance areas does Rencore cover?

Rencore covers six governance pillars: visibility and inventory across all Microsoft 365 services, ready-to-go policies with over 100 pre-built governance checks, compliance and audit evidence collection for regulatory requirements, extensibility and customization through custom policies and automations, cross-department collaboration with shared dashboards and role-based access, and AI and Copilot readiness to prepare tenants for secure AI adoption.

What is Rencore governance?

Rencore governance is a SaaS platform that continuously monitors your Microsoft 365 tenant for policy violations, configuration drift, and security risks across SharePoint, Teams, Power Platform, Copilot, and AI Agents. It automates compliance evidence collection, surfaces oversharing and sprawl, and provides actionable remediation workflows, reducing manual audit effort by up to 80%.

How do Rencore policies work?

Rencore ships with hundreds of pre-built policies that detect governance violations across every connector, oversharing, sprawl, cost overruns, security risks, and compliance gaps. Policies run on a continuous schedule, evaluate each discovered object against configurable rules, and flag violations with severity (High, Medium, Low), category, and a recommended action.

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